1 00:00:07,160 --> 00:00:12,120 In this video, we're going to take this boring old Excel file with all this data in it, 2 00:00:12,120 --> 00:00:16,140 and then make it work in InDesign by creating these placeholders, 3 00:00:16,140 --> 00:00:17,730 first name, last name, company, 4 00:00:17,730 --> 00:00:21,060 and then generating a file that has loads of people's names in it. 5 00:00:21,060 --> 00:00:23,420 You can see here, I made a hundred. 6 00:00:23,415 --> 00:00:27,495 Cool. Let's go and do that now in InDesign. 7 00:00:27,495 --> 00:00:30,875 The first thing we need to do is we're going to create our little swing tags, 8 00:00:30,870 --> 00:00:33,140 so we're going to go to "File," "New Document." 9 00:00:33,135 --> 00:00:35,815 Now best thing to do for size is to go down to 10 00:00:35,810 --> 00:00:37,820 your local stationary supplies store and just 11 00:00:37,820 --> 00:00:42,310 figure out what the plastic little sleeve that they go into, the size it takes. 12 00:00:42,305 --> 00:00:44,745 I'm pretty sure they all use inches, 13 00:00:44,740 --> 00:00:47,190 even if you're not in America. 14 00:00:47,190 --> 00:00:48,800 Four inches by three inches, 15 00:00:48,800 --> 00:00:50,210 but go and check just to make sure, 16 00:00:50,210 --> 00:00:53,120 sometimes the business cards sizes is just to take business cards. 17 00:00:53,120 --> 00:00:55,950 But we're going to use the four inch by three inch. 18 00:00:55,945 --> 00:00:58,315 In terms of this one we're going to set the margins to 19 00:00:58,310 --> 00:01:01,640 zero just because I just don't need them for this case. 20 00:01:01,640 --> 00:01:03,250 In terms of the blade, 21 00:01:03,245 --> 00:01:05,695 we'll use eighth of an inch, 22 00:01:05,690 --> 00:01:10,520 so 0.125, or three millimeters all round. 23 00:01:10,520 --> 00:01:13,800 Great. I'm going to grab my rectangle tool, 24 00:01:13,795 --> 00:01:16,745 I'm going to draw a rectangle that covers this bottom bit. 25 00:01:16,745 --> 00:01:22,505 That's where the company name's going to go and I'm going to flip with our red paint. 26 00:01:22,505 --> 00:01:24,145 It's not part of that because it's a new document, 27 00:01:24,140 --> 00:01:26,190 so I am going to click it over here. 28 00:01:26,590 --> 00:01:29,760 I'll make it a little bit smaller. 29 00:01:30,080 --> 00:01:36,110 Next thing I want to do actually is bringing my logo file place in your 05 Data Merge. 30 00:01:36,110 --> 00:01:38,170 There is one called green logo. 31 00:01:38,170 --> 00:01:41,790 Bring them in and get them about there. 32 00:01:41,790 --> 00:01:46,530 W, it's going to be okay, maybe. A little bit there. 33 00:01:46,530 --> 00:01:49,670 Now we need to connect the Excel file. 34 00:01:49,670 --> 00:01:52,540 The trouble is, Excel won't actually connect directly. 35 00:01:52,535 --> 00:01:55,505 Weirdly you have to open up your Excel file in Excel, 36 00:01:55,505 --> 00:01:57,185 which is not weird, I guess. 37 00:01:57,185 --> 00:01:59,305 that's the wrong file. Let's open them up. 38 00:01:59,300 --> 00:02:01,070 We're going to start with this one here, 39 00:02:01,070 --> 00:02:05,720 the Garden Awards Attendees and that's what this file looks like. 40 00:02:05,720 --> 00:02:08,020 You can see there's lots and lots of data in this one. 41 00:02:08,020 --> 00:02:11,630 But the XLS is or the XLXS won't work, 42 00:02:11,625 --> 00:02:14,165 you just need to open up an Excel or Google Docs, 43 00:02:14,160 --> 00:02:18,720 whatever you can to open it up and go to a File just do a Save As. 44 00:02:18,715 --> 00:02:21,385 Instead of our XLSX, 45 00:02:21,380 --> 00:02:24,300 we're going to drop that down and go to this one that says CSP. 46 00:02:24,295 --> 00:02:26,305 That's the one that InDesign can accept. 47 00:02:26,305 --> 00:02:28,455 Don't need to change anything else. Hit save. 48 00:02:28,450 --> 00:02:30,880 I have already done it for us in our examples. 49 00:02:30,880 --> 00:02:32,340 If I connect it now, 50 00:02:32,335 --> 00:02:34,075 it's going to connect to the CSV, 51 00:02:34,075 --> 00:02:35,905 but not the Excel file. 52 00:02:35,900 --> 00:02:38,240 Let's open up our data image panel. 53 00:02:38,240 --> 00:02:40,940 Let's got a window, let's go down to utilities, 54 00:02:40,935 --> 00:02:42,855 let's go to dot image. 55 00:02:42,850 --> 00:02:44,770 It tells you what to do here. 56 00:02:44,770 --> 00:02:50,280 But the first one is the merge here and we're going to click on Select Data source. 57 00:02:50,275 --> 00:02:52,425 Remember, you can see these ones that are grayed out, 58 00:02:52,420 --> 00:02:53,490 it won't work for these. 59 00:02:53,485 --> 00:02:58,365 I'm in 05 data image and we're going to work with the Garden Awards attendees. 60 00:02:59,120 --> 00:03:02,200 If I jump back into Excel, 61 00:03:02,450 --> 00:03:06,810 you can see it's bolt through the hitting names or the column names. 62 00:03:06,810 --> 00:03:08,320 If you don't have these, 63 00:03:08,320 --> 00:03:10,630 go into your file and just add them to it. 64 00:03:10,630 --> 00:03:12,400 It's going to make life easier you working in 65 00:03:12,400 --> 00:03:15,330 InDesign ,you might have to insert a row and just type them in. 66 00:03:15,325 --> 00:03:17,785 Cool. You don't have to use all of these. 67 00:03:17,785 --> 00:03:19,345 I want first name, last name, 68 00:03:19,345 --> 00:03:20,635 I don't want the entry fee, 69 00:03:20,635 --> 00:03:22,765 I don't want the email address or entry date, 70 00:03:22,765 --> 00:03:24,385 I want the company name. 71 00:03:24,385 --> 00:03:26,535 Cool. You can decide on what you want to have, 72 00:03:26,530 --> 00:03:27,930 I'm going to move that off to the side, 73 00:03:27,925 --> 00:03:29,765 I'm going to grab my type two, 74 00:03:29,765 --> 00:03:33,415 and I'm going to draw a nice big type box. 75 00:03:34,230 --> 00:03:38,160 It is there. All I need to do is mucosa fleshing. 76 00:03:38,155 --> 00:03:39,865 I'm going to cut the word first name, 77 00:03:39,865 --> 00:03:43,465 put our attention on a keyboard and put in last name. 78 00:03:43,460 --> 00:03:49,010 Cool. I'm going to style this now to look like it did in the early part of this video. 79 00:03:49,010 --> 00:03:51,110 I'm going to move them so they are centered. 80 00:03:51,110 --> 00:03:54,530 I'm going to highlight these guys and make them centered. 81 00:03:54,530 --> 00:03:57,630 They both going to be roboto. 82 00:04:01,360 --> 00:04:05,620 This is going to be bold. Where is bold? 83 00:04:05,615 --> 00:04:10,055 there is it. I'm going to increase this one here. 84 00:04:10,050 --> 00:04:12,900 I'm going to max out the size. How big? 85 00:04:12,900 --> 00:04:17,120 You'll have to look at your names list and see how many characters that person has. 86 00:04:17,120 --> 00:04:19,550 You've got somebody with a really big foreign name, 87 00:04:19,550 --> 00:04:21,920 you might have to have a slightly smaller font. 88 00:04:21,920 --> 00:04:23,540 We can test it, it's easy enough. 89 00:04:23,540 --> 00:04:26,390 Select it all. I'm going to make it the green color. 90 00:04:26,390 --> 00:04:28,970 This guy here is going to be the light version. 91 00:04:28,965 --> 00:04:31,715 Now I'm just messing around designing. 92 00:04:31,710 --> 00:04:34,380 Now it's hard to work with his first name, last name. 93 00:04:34,380 --> 00:04:37,140 What we can do is see it says preview in the corner. 94 00:04:37,140 --> 00:04:41,800 It will pull through only the first entry from your database list. 95 00:04:41,795 --> 00:04:43,505 So Robyn Ward, not very long, 96 00:04:43,505 --> 00:04:45,055 so it's going to fit just fine. 97 00:04:45,050 --> 00:04:46,960 I'm going to select the role and just make it a bit bigger. 98 00:04:46,955 --> 00:04:50,805 Here we go. You can cycle through them see this arrow? 99 00:04:50,805 --> 00:04:52,875 I'm going to go through Robyn Ward, 100 00:04:52,875 --> 00:04:56,805 Mark Rose, Lyty, Sergio. 101 00:04:56,805 --> 00:04:59,555 We got lots of names and none of them are very long, 102 00:04:59,555 --> 00:05:02,035 so this is going to work out just fine. 103 00:05:02,030 --> 00:05:04,910 This is not actually done ,this is just previewing. 104 00:05:04,910 --> 00:05:08,560 You can it turn on and off, but it's not meant to be the finished one. 105 00:05:08,555 --> 00:05:10,885 There's a last part of this to this, to export it. 106 00:05:10,880 --> 00:05:13,150 This is just previewing it through. 107 00:05:13,145 --> 00:05:14,815 There's one more thing I need to do, 108 00:05:14,810 --> 00:05:15,950 is my company name. 109 00:05:15,950 --> 00:05:18,680 I've got nothing selected, grabbed my talk to, 110 00:05:18,680 --> 00:05:23,570 drag out a box, and I'm going to click in company. I'm going to do the same thing. 111 00:05:23,570 --> 00:05:25,750 I'm going to center it, grab it. 112 00:05:25,745 --> 00:05:27,505 Some of the company names get quite long, 113 00:05:27,500 --> 00:05:29,840 so I'm going to have it so it's all the way across. 114 00:05:29,840 --> 00:05:31,920 Oop, not that far across. 115 00:05:31,915 --> 00:05:34,705 I'm going to use my eyedropper tool like we did earlier, 116 00:05:34,700 --> 00:05:36,520 I'm going to grab all of this. 117 00:05:36,515 --> 00:05:39,685 Grab my eye dropper tool still that one. 118 00:05:39,680 --> 00:05:42,010 I've got the roboto thing, 119 00:05:42,005 --> 00:05:45,895 make it a little bit smaller maybe make the font paper. 120 00:05:45,895 --> 00:05:50,425 Hit preview and you can see some of these business names are a lot longer, 121 00:05:50,420 --> 00:05:53,260 so I'm probably going to have to go smaller on the font. 122 00:05:53,255 --> 00:05:54,755 Select all the list. 123 00:05:54,755 --> 00:05:58,305 A bit smaller, hope this fits in. 124 00:05:58,300 --> 00:06:00,430 I might have to do a print as well, 125 00:06:00,425 --> 00:06:02,455 because this is printing at thirteen points. 126 00:06:02,450 --> 00:06:04,760 It's not very tiny, but it might be maybe a little too 127 00:06:04,760 --> 00:06:08,610 thin to read so I'm going to go up to regular. 128 00:06:08,890 --> 00:06:12,190 Let's have a look through a few of these. 129 00:06:12,185 --> 00:06:14,385 They look like they're all going to fit. 130 00:06:14,385 --> 00:06:18,175 Cool. That is how you can connect the two up. 131 00:06:18,170 --> 00:06:21,910 The next thing I want to do is I want to export this thing. 132 00:06:21,905 --> 00:06:24,575 First of all, I'm going to save it. Let's save it. 133 00:06:24,575 --> 00:06:26,505 Let's call this one on my desktop, 134 00:06:26,509 --> 00:06:28,429 in my InDesign class files, 135 00:06:28,430 --> 00:06:30,260 this is going to be called my Green at 136 00:06:30,260 --> 00:06:39,700 Heart awards night tags and I'll call this one V1. 137 00:06:42,110 --> 00:06:45,480 To save it, I need to turn this off. 138 00:06:45,480 --> 00:06:51,530 Saved. This here is like the template, 139 00:06:51,525 --> 00:06:53,495 you're going to end up with two files. 140 00:06:53,490 --> 00:06:57,020 You've got this one plus the one you generate with all the names in it. 141 00:06:57,020 --> 00:06:58,810 You can click this little icon here, 142 00:06:58,805 --> 00:07:01,845 create merge document, click on this. 143 00:07:01,840 --> 00:07:03,840 There's a few different options, 144 00:07:03,835 --> 00:07:05,815 we're just going to leave it all as standard 145 00:07:05,810 --> 00:07:08,110 because it's probably what you're going to need to do. 146 00:07:08,105 --> 00:07:09,885 Let's click Create. 147 00:07:09,880 --> 00:07:13,730 What happens is I've got two files open at the moment, 148 00:07:13,725 --> 00:07:15,945 but it's generated a third. 149 00:07:15,945 --> 00:07:19,715 A nice little thing that appears here is no overset text were generated. 150 00:07:19,710 --> 00:07:24,470 Overset text is that little red cross in the corner that says the text couldn't fit. 151 00:07:24,465 --> 00:07:26,575 This is going to be good, so you're doing business cards and it's for 152 00:07:26,570 --> 00:07:28,760 like I've done jobs for 10,000 people, 153 00:07:28,760 --> 00:07:32,800 at a big company and you hit that button. 154 00:07:32,800 --> 00:07:35,420 You don't want to have to go and double check 2,000 names or 155 00:07:35,420 --> 00:07:38,980 10,000 names to see if any of those names are too long and won't fit. 156 00:07:38,975 --> 00:07:41,915 This is just telling you, "Don't worry, all is cool." 157 00:07:41,915 --> 00:07:45,165 The difference between this one which is my template, 158 00:07:45,160 --> 00:07:46,790 which has got first name, last name, 159 00:07:46,785 --> 00:07:49,805 place holders and the second one is the naming. 160 00:07:49,800 --> 00:07:51,710 Can you see here, it's called V-1, 161 00:07:51,710 --> 00:07:52,850 that's got a hyphen one. 162 00:07:52,850 --> 00:07:55,930 It's not super clear. 163 00:07:55,925 --> 00:07:58,885 But if I save this one now, instead of hyphen one, 164 00:07:58,880 --> 00:07:59,930 I might give it a bit of name, 165 00:07:59,930 --> 00:08:01,430 I might call this one, 166 00:08:01,430 --> 00:08:03,520 I can't think of a better name. 167 00:08:03,515 --> 00:08:07,535 Don't call it final, remember that'll kill it's job. 168 00:08:07,535 --> 00:08:10,745 We need to call it, calling 169 00:08:10,740 --> 00:08:13,800 it output because I can't think of a better name at the moment. 170 00:08:13,800 --> 00:08:17,320 Just call the first one template and then the next one not template. 171 00:08:17,315 --> 00:08:20,935 It's saved and what we can do is look at the pages panel, 172 00:08:20,930 --> 00:08:22,130 which mine is disappeared. 173 00:08:22,130 --> 00:08:24,960 Window, let's go to Pages. 174 00:08:24,955 --> 00:08:27,165 I drag it back in here. 175 00:08:27,165 --> 00:08:28,535 I know why I dragged that out. 176 00:08:28,535 --> 00:08:31,505 I was using a very different project while I was making these tutorials. 177 00:08:31,505 --> 00:08:33,575 As you can see, I have a page one, 178 00:08:33,575 --> 00:08:34,735 page two, page three, 179 00:08:34,730 --> 00:08:38,430 and you'll see, you see all these names here it's made a document with all of these. 180 00:08:38,430 --> 00:08:40,720 If I'm printing in the office, I can hit print, 181 00:08:40,715 --> 00:08:44,075 obviously I can print, what is it a hundred different names. 182 00:08:44,070 --> 00:08:46,480 Or I can send this to the print it out and now to get printed 183 00:08:46,475 --> 00:08:49,345 and hopefully get trimmed up and then send back 184 00:08:49,340 --> 00:08:51,020 to me so I can put them into 185 00:08:51,020 --> 00:08:55,120 the little clear name sleeves at the welcome desk when people arrive. 186 00:08:55,115 --> 00:08:57,475 I got my hot seat on this gala night to hell, 187 00:08:57,470 --> 00:09:00,100 even though I've totally just made this thing up. 188 00:09:00,095 --> 00:09:05,375 But anyway, I'm sure it will be the great night that my friends is Data merge.